Rockingham County Public Library - Policies and Procedures

Circulation Policy
Policy # 3.1
Effective 6/15/15
Revised 7/1/16

Patrons must present a valid RCPL library card, in good standing, to check out materials.  A valid RCPL Library Card in “Good Standing” means no billed items and patron owes less than $5.00. 

Library materials are circulated according to set time periods for each of the following categories:

            Books of any format: 

                        3 weeks with 2 renewals, if the book is not on hold.

            Books in demand (new books less then 3 months old, best sellers, etc.):

                        1, 2, or 3 weeks (as determined by Branch Manager or designee), with no renewal

            Magazines:

                      Current magazines cannot be checked out, back issues of magazines can be checked out for
                        1 week with 2 renewals.

           Records, compact discs, vertical file materials:

                     1 week with 2 renewals.

           Videos of any format and Playviews:

                      7 Days with one renewal.

           Interlibrary Loans:

                         As indicated on each book or ILL form.

            Reference Books or books marked material not for circulation:

                         Cannot be checked out (unless otherwise determined by Branch Manager or designee)

Circulation Procedures
Policy # 3.1
Effective 6/15/15

CIRCULATION PRIVILEGES AND RESPONSIBILITIES OF STAFF 
Permanent staff has certain privileges not available to the general public.  These are privileges, not rights; they are not to be abused or they can be revoked.  Contingency staff is not considered staff for the purposes of circulation.

 The following perks and procedures we will observe:

·      Staff has longer loan periods, in general, than does the public, does not receive overdue notices, and does not have to pay overdue fines.

 However, there are changes that are to be implemented immediately as well as issues that need to be reinforced.

·      Staff will always check out items from the building.

·      Staff will check out materials used at his/her workstation for longer than a day.

·      NEW, POPULAR MATERIALS are not to be checked out by staff before they have been on the shelves of the branches for which they were purchased for a minimum for 2 days.  This will include all formats, not just books.

·      NEW, POPULAR MATERIALS are not to be passed from staff to staff.

·      Materials that are “new” to us but are older titles may be treated differently.  As long as there is no reserve or demand for that title or that subject, the item may be checked out by branch staff or sent to a staff member at another location who is requesting it without the 2 day “on the shelf” rule applying.

·      Best sellers and materials for which there are reserves should not be renewed.

·      Staff is expected to be responsible for paying for damaged or lost materials.

VIDEO LENDING (includes all formats)

·      Anyone presenting a valid library card, in good standing, may borrow videocassettes and DVD’s.

·      There is a limit of ten (10) videos per library card.  New patrons are only allowed to check out 2 videos for the first three (3) months 

·      Overdue fines are $1.00 per video per day up to a maximum of $5.00 per video.

·      Patrons are fully responsible for overdue fines and the cost of lost or damaged videos not to exceed the purchase price.

·      It is a violation of the copyright law to copy a video.

·      Videocassettes checked out from the Rockingham County Public Library are "HOME USE ONLY" unless otherwise indicated.  This means they cannot be shown in public places.

·      The Rockingham County Public Library is not responsible for any damage incurred to a patron's video equipment as a result of using our videocassettes.

A-V Equipment Lending Policy
Policy # 3.2
Effective 7/1/16

The patron that wishes to check out library owned equipment must sign an agreement. 

By signing this agreement the patron is accepting responsibility for the return of the equipment and for the repair of any damages incurred while used must be signed.

• Equipment checks out for 5 days. Fines are $1.00 per day.  Maximum fine is $10.00 per item.

• Library programs, which require the use of the machine, will have priority for the use of the AV equipment

A-V Equipment Lending Procedure
Policy # 3.2
Effective 7/1/16

An agreement accepting responsibility for the return of the equipment and for the repair of any damages incurred while used must be signed.

• Equipment checks out for 5 days. Fines are $1.00 per day.  Maximum fine is $10.00 per piece of equipment.

• Library programs, which require the use of the machine, will have priority of the use of the AV equipment.

I, the undersigned, agree to be responsible for the AV equipment until it is returned to the Library staff. I agree to promptly pay for any repair charges for any equipment that is returned in a damaged condition and any replacement charges for any equipment that is not returned within 10 days of the due date.

___________________________________________                ___________________________

Signature of Patron                                                                    Date

Equipment borrowed:

Registration of Borrowers Procedures
Policy # 3.3
Effective date 7/1/16

Adult Registration
The Photo ID can be a valid Drivers License, Employee ID card, Student ID, card Military ID card, Passport or any other type of ID with a picture and name of individual.  This is not an all-inclusive list.  The proof of mailing address can be the photo ID, Checkbook, any kind of bill, receipt with the address or something that came via the US Mail.

Children under the age of 16
A parent or guardian who will be responsible for the materials borrowed by the child and must accompany children under the age of 16.  On February 3, 1993, the Board of Trustees established the policy "that the application for a library borrower’s card must be signed by the parent or legal guardian of anyone under 16 years of age."  The parent must sign in person at the library and must have the required identification.

Any parent or guardian signing a library card application for a child, and who has a library card in his or her own name, must have an account in good standing with the library.

A valid RCPL Library Card in “Good Standing” means no billed items and patron owes less than $5.00.

Give the patron instructions for filling out the application form and tell him the card will be ready in a few minutes. 

Always do a PATRON SEARCH in NC Cardinal consortium before issuing a new card.  Until further notice one should also check the old Innovative system before issuing a card. This will check for any problems.

Customers who have lost their library cards must pay $2.00 to get a new one.

Have the patron sign the card and instruct him in its use: cards are required each time materials are checked out.

Worn out cards or barcodes are replaced free of charge.

Library cards will expire every three years. Patrons must  complete a new registration form and have required identification if the information is not current.

Institutions
In order to qualify for service under this arrangement, the highest-ranking official of the institution must complete the registration form thereby agreeing to be financially responsible for any charges incurred.  The registration card must list the names of authorized users of the card, as well as identifying the primary contact within the organization; that person has on site responsibility for the materials.

Alternative Education Programs
See Policy

Groups
This is the procedure to follow when someone requests cards for a group of children – including, but not limited to – scout group, day care or school class visit.

The person in charge, i.e., the teacher, day care director or scout leader, is responsible for:

         Picking up the applications
         Distributing the applications to the parents or guardians
         Retrieving the completed applications
         Checking to see that the applications are completely filled out, including signatures
         Verifying that the address on each application is correct
         Returning the completed applications to the library at least one week in advance of the prospective group visit,
            leaving a contact name and number in case problems arise as the applications are processed
         If necessary, informing the parent or guardian that a card already exists in that child’s name

Library staff will print the name of the cardholder on the new card.  The new cards will be distributed on the day of the group visit.

If the applicant has a card, the application for a new card will be denied and noted on the application.  The application will be returned to the group leader.

Groups that make an unscheduled visit will not be able to apply for cards.  A group may request the application forms and will follow the above procedure.

See Patron Registration forms:
            Patron Registration
            Patron Registration – Spanish
            Group Application for a Child’s Library Card
            Institution Library Card Application
            Alternative Educational Programs Application Form – For Charter Schools
            Alternative Educational Programs Application Form – For Home Schools

Materials Overdue, Damaged, Lost or Claims Returned Policy
Policy # 3.5
Effective 10/1/16

OVERDUE AND DAMAGED MATERIALS
When books are returned overdue, a fine of $.10 per day per book will be charged.  This fine also applies to magazines, pamphlets, records, books on tape and compact discs.  Videos have a fine of $1.00 per video per day.

Patrons with outstanding fines of $5.00 or more are not allowed to check out library materials.

Patrons with overdue materials will be notified by mail or e-mail after materials are 7 days overdue. These patrons will be blocked from checking out additional materials.

      Maximum fines are:
            $2.00 for paperbacks.
            $5.00 for juvenile materials.
            $10.00 for adult materials.
            $5.00 for videos.
            Issue Price for magazines.

LOST AND PAID MATERIALS
Customers are required to pay for damaged and lost library materials. Patrons may replace items they have lost or damaged with an exact duplicate (format and title) in lieu of payment for material.  Replacement must be new. Audio Books may not be replaced.

When a customer pays for a damaged item the customer then owns the item and may keep it.

A customer may receive a refund of monies paid for a lost item, provided the following conditions are met:

• The found item is returned in sound condition and can be returned to the library’s collection. No refunds will be given for items, which cannot be returned to the collection.
• The found item is returned to the library in no more than 30 calendar days after the customer paid for the item. Items found and returned after 30 calendar days will not be eligible for a refund and become the property of the customer.
• The customer must present the original receipt showing that he/she paid for the item when it was assumed to be lost. No refunds will be given without original receipt.
• The customer’s refund, less the $5.00 restocking fee, will be mailed by Rockingham County.

CLAIMS RETURNED
Patrons may make a “claims returned” statement when they feel confident they returned library materials but the materials cannot be found on the library shelves.  A patron may “claims returned” a maximum of 5 items.

Filing a ‘Claims returned” request will waive all overdue fines or bills owed for these items; the exception is that if the patron files this claim after being sent to collections, the patron will still be responsible for that service charge.

Both the patron and library staff should diligently search the respective premises prior to the claim being entered into the patron’s record.  If, after the claim has been recorded on the patron’s record, the library finds the materials, the claims returned details are removed from the patron’s record; however the number of items claimed remains.

Materials Overdue, Damaged, Lost or Claims Returned Procedures
Policy # 3.5
Effective 10/1/16

FINES FOR LOST OR DAMAGED MATERIALS
The library staff should search the catalog for the price of the item.  This will state the replacement cost, which is to be paid by the patron.

If price of the material is not in the record, then the following should be paid.

BOOKS

Adult

   Non-Fiction (hardcover)                  $27.50

   Fiction (hardcover)                             25.00

   Paperback (non-fiction)                     15.00

   Paperback (fiction)                              7.00

Juvenile

   Non-Fiction (hardcover)                  $20.00

   Fiction (hardcover)                            18.00

   Paperback (Non-fiction)                      6.00

   Paperback (fiction)                              6.00

   Picture book (hardcover)                   17.50    

   Picture book (paperback)                     6.00

Magazines (lost)                                     Issue price (check previous issue)

Damaged book to be rebound                $7.00 (bindery fee)

Slightly damaged materials                    $2.00

      (not removed from collection)

Audio tape/book kits                                                                

   Tape                   6.00

    CD                    7.00                                                

   Paperback          6.00                                                                                                                       

Videos (lost)  $20.00

Audio Book in any format $80.00

       Books on Tape $6 per tape

       Books on CD $7 per CD  

       Play-View   $100

Compact Disc ($ on computer) or $15.00                  

Encyclopedia Volumes $30.00 per volume

Patrons may replace items they have lost or damaged with an exact duplicate (format and title) in lieu of payment for material.  Replacement must be new. Audio Books may not be replaced.

CLAIMS RETURNED
Patrons may make a “claims returned” statement when they feel confident they returned library materials but the materials cannot be found on the library shelves.  A patron may “claims returned” a maximum of 5 items.

Filing a ‘Claims returned” request will waive all overdue fines or bills owed for these items; the exception is that if the patron files this claim after being sent to collections, the patron will still be responsible for that service charge.

Both the patron and library staff should diligently search the respective premises prior to the claim being entered into the patron’s record.  If, after the claim has been recorded on the patron’s record, the library finds the materials, the claims returned details are removed from the patron’s record; however the number of items claimed remains.

Internet Policy
Policy # 3.6
Effective 12/1/16

Penalties for Violating Internet policy is as follows:

• First Violation – Verbal Warning
• Second Violation – Loss of Internet Privileges for One Month
• Third Violation – Loss of Internet Privileges for One Year

Visitors must show a valid picture ID before using the library computers and sign the Internet Acceptable Use Guidelines.  Visitors may use the library’s temporary card for a period of 30 days, at which time they must show proof of their address (mail, letter, or a bill) and obtain a library card.

Responsibilities of Users

Choosing and evaluation sources
We do not monitor or control information accessible through the Internet and do not accept responsibility for its content.  We are not responsible for changes in content of the sources to which we link, or for the content of sources accessed through secondary links.  Staff cannot control the availability of information links or guaranteed bandwidth.

As with printed information, not all sources on the Internet provide accurate, complete, or current information.  Caution should be exercised in sharing any personal information over the Internet.

Parents are encouraged to work closely with their children to insure that they retrieve only materials consistent with their personal and family values.  Library staff cannot monitor children’s information access on the Internet any more than they can control children’s access to books in the library.

Time Limits Per Day

• The intent of the policy is to provide Internet access for our patrons.  To this purpose, we may need to limit users access to a one-hour session depending on the demand.
• If no one is waiting after the first hour the user may continue to use the Internet.

After the initial hour, depending upon demand, we reserve the right to request the patron to allow others to use the Internet.  They may regain access at a later time.

Internet Acceptable Use and Agreement Procedures
Policy # 3.6
Effective 12/1/16

Examples of unacceptable legal purposes include, but are not limited to, the following:

• Unauthorized access, including hacking and other unlawful activities, such as:
           Harassment of other users,
           Libeling or slandering other users
• Destruction of or damage to equipment, software, or data belonging to the library or other users;
• Disruption or unauthorized monitoring of electronic communications;
• Unauthorized copying of copyright-protected material.

Penalties for Violating Internet policy is as follows:

• First Violation – Verbal Warning
• Second Violation – Loss of Internet Privileges for One Month
• Third Violation – Loss of Internet Privileges for One Year

Visitor Use

Visitors must show a valid picture ID before using the library computers and sign the Internet Acceptable Use Guidelines.  Visitors may use the library’s temporary card for a period of 30 days, at which time they must show proof of THEIR ADDRESS (mail, letter, or a bill) and obtain a library card.

CIPA (Children's Internet Protection Act) Policy
Policy # 3.7
Effective 10/1/16

The Rockingham County Public Library established standards of conduct, including punishments for violators of the library’s policy, and controlled Internet access by children by requiring parental permission.  See the Internet Policy as it applies to patron access.

The Supreme Court ruling of June 25, 2003 upholding CIPA (Children’s Internet Protection Act) requires all public libraries to filter Internet access by any age person using software that is easily turned off upon request by an adult or to forfeit all federal funding.

Recovery of Materials, Fines & Fees Policy
Policy # 3.8
Effective 10/1/16

The Rockingham County Public Library has a fiduciary responsibility to Rockingham County and to its citizens to recover all materials and fines owed to the Library.

The Library will pursue all reasonable means to recover materials that have not been returned and any fines or fees associated with the unreturned materials.  If the materials have been returned the Library shall pursue any monies due.

Recovery of Materials, Fines & Fees Procedures
Policy # 3.8

It is the duty and responsibility of all staff members to maximize the collection of funds for the Library.  These funds directly impact the funds available to the library and the county.  If a patron’s record indicates that they owe money, always ask if they would like to take care of what is owed at the time.

Retention, Removal, Destruction, etc., of Library Materials a Misdemeanor
Policy # 3.9
Effective 10/1/16

ORDINANCE
RETENTION, REMOVAL, DESTRUCTION, ETC.,
OF LIBRARY MATERIALS A MISDEMEANOR

BE IT ORDAINED BY THE COUNTY COMMISSIONERS OF ROCKINGHAM COUNTY:

A. (1) Whoever received or becomes responsible for any library materials belonging to any public library in Rockingham County or any library or branch thereof supported wholly or in part by the public funds of Rockingham County, and who willfully fails to return any such library materials to the library or branch thereof from which it was received for a period of fifteen (15) days after mailing or delivering in person a notice in writing from the librarian or assistant librarian of such library or branch thereof that the time for which such library materials may be kept under library regulations has expired, or

   (2) Whoever willfully or intentionally removes from the premises of such library or branch thereof any library materials without charging them out in accordance with the regulations of such library or branch thereof, or

   (3) Whoever willfully or wantonly damages, defaces, mutilates, or otherwise destroys any library materials, whether on the library premises or on loan,

Shall be guilty of a misdemeanor and upon conviction, shall be pun­ished by a fine of not more than fifty dollars ($50.00) or imprisonment for not more than thirty (30) days; provided, that the notice required by this Ordinance shall bear upon its face a copy of this Ordinance.

B. For the purpose of this Ordinance, the term "library materials" shall be defined to include, without limitation, any book, plate, picture, engraving, map, magazine, pamphlet, newspaper, manuscript, film, recording, specimen, work of literature, object d'art, item of historical significance item of curiosity, slide, projector, opaque projector, overhead projector, movie projector, filmstrips, slides, recorders, sound equipment, transparencies, micro-forms, audio-visual equipment, art materials, supplies, equipment of any sort, or any other item owned by or loaned to such library or branch thereof.

C. In all indictments for violations of the provisions of this Ordinance, it shall not be necessary to allege or prove that the item not returned was lawfully received by such person from any such public library, but only that the person came into possession of the same, knowing that the same belonged to such public library, and the failure of any person to return any such item after written demand as set forth above shall be prima facie proof that the per son possessing said item acted willfully in failing to return such item within said fifteen (15) day period.

This ordinance shall become effective upon adoption. This the 10^th day of September 1979.

Odessa P. Johnson
Rockingham County Board of Commissioners

3D Printing Policy
Policy # 3.10
Effective 7/1/16

The Library desires to offer community access to new and emerging technologies such as 3D printers to inspire a new interest in design and help the community to bring their creations to life. This policy establishes how and under what circumstances the public may use the Library’s 3D printers.

The Library’s 3D printers are available to the public to make three-dimensional objects in plastic using a design that is uploaded from a digital computer file.  The following file formats are acceptable: .stl, .obj, or .thing, file format.

The Library’s 3D printers may be used only for lawful purposes. The public will not be permitted to use the Library’s 3D printers to create material that is:

• Prohibited by local, state or federal law.
• Unsafe, harmful, dangerous or poses an immediate threat to the well being of others. (Such use may violate the terms of use of the manufacturer.)
• Obscene or otherwise inappropriate print jobs for the Library environment.
• In violation of another’s intellectual property rights or violates copyrighted material. For example, the printers will not be used to reproduce material that is subject to copyright, patent or trademark protection.
• The Library reserves the right to refuse any 3D print request.

Cost: 3D printing at the Library is $1.00 per hour with a minimum of $2.00, any additional minutes will be charged as a full hour.  The cost of printing must be paid before printing begins.  The cost of printing is not refundable once printing begins.

Items printed from Library 3D printers that are not picked up within 21 days will become property of the Library. The individual who requested the item to be printed must pick up items.

Patrons wishing to use the 3D printer must have a library card in good standing.

Supervision of the use of the 3D printer by library staff does not constitute knowledge of or acknowledgement of any unapparent final use of the 3D product.  The library specifically disclaims any knowledge of the final use of the 3D product.

Prints will be left as-is upon completion; finishing work, such as removal of excess material, will be left to the patron.  Any damage after the print job is complete and given to the individual is the responsibility of the individual.

Only trained Library staff and volunteers will have hands-on access to the 3D printer.

3D Printing Procedure
Policy # 3.10
Effective 7/1/16

Design creation:
The 3D printer may be used with basic knowledge of Computer Assisted Drawing (CAD). Creating a new design requires an advanced knowledge of 3D modeling software products. Video tutorials that accompany CAD programs can be of assistance.

Any 3D drafting software may be used to create a design as long as the file can be saved as an .stl, .obj, or .thing, file format.

The Library has computers with links to Tinkercad and Sketchup programs that may be used to create a design.

Digital designs also are available from various file-sharing databases such as Thingiverse.com.

Submitting a design for printing:
Persons wanting to use the 3D printer service shall bring their file in an .stl, .obj, or .thing format with their completed “3D Printing Request Form” including all required signatures, to the Circulation desk during open hours.  Staff will verify the form for accuracy and add the request to the printing queue.

If there is high demand, the Library will schedule only one print per day per person or entity.

The files will be readied for printing in Makerbot Desktop or other authorized software. The Library will view all files in Makerbot Desktop or other authorized software before printing.

Wait/pickup time: The requestors will be notified by e-mail to pick up their item upon completion.  Items may be picked up at the Circulation Desk. It is sometimes difficult to estimate exact print times. Library staff will make an educated guess about the length of a job upon request.

Please note that procedures governing the use of the Library’s 3D printers are subject to change.

DEFINITIONS

• 3D printing: the process of making a physical object from a digital model.
• 3D Printer: A 3D printer uses melted plastic to produce objects designed on a computer.
• CAD: Computer Assisted Drawing

Request form is included in the attached document.

Tablet or Laptop Lending Policy
Policy # 3.11
Effective 2/15/17

Tablets and/or Laptops are available for use inside of the Library.  They are not to be removed from the Library.

Patrons must present a valid RCPL library card, in good standing, to check out these devices.  A valid RCPL Library Card in “Good Standing” means no billed items and patron owes less than $5.00 in fines or fees.  

The Patron must also present a valid current government issued picture ID such as a driver's license, DMV-issued ID card, Military ID or passport.

The Patron is responsible for all materials associated with the tablet and/or and will pay full cost of the device if it is damaged, lost or stolen.  

Checkout period is for two (2) hours.  The Patron can check out for an additional two (2) hours as long as there is another device available.

There will be a $10.00 late fee per hour or part of an hour.

Any misuse of personal information by others is not the responsibility of Rockingham County or the Rockingham County Public Library.

The use of the tablet and/or laptop is also covered by 3.6 Internet Policy, 3.6 Internet Acceptable Use Procedure and 3.7 CIPA Policy.

Tablet or Laptop Lending Procedures
Policy # 3.11
Effective 2/15/17

Make sure the patron understands to save any documents to a flash drive or a personal online storage account such as Dropbox or Google Drive.  Everything will be reset and any documents will be deleted.

Patron must fill out and sign Rockingham County Public Library Tablet and/or Laptop Agreement for each use.

Library Staff must fill out the “For Library Use Only:” section of the Rockingham County Public Library Tablet and/or Laptop Agreement upon check out, renewal or check in.

Make sure that the patrons have signed the 3.6 Internet Acceptable Use Procedures Agreement and are aware of 3.6 Internet Policy and 3.7 CIPA Policy.

When the Patron returns the equipment the Staff must turn on the tablet and/or laptop to verify that the equipment is working properly prior to check in.

Reboot the tablet and/or laptop to restore the equipment to the Library’s specific setup.

Privacy

Be mindful of your privacy when using this loaner equipment!

When working on any public computer, you should not save any passwords on the Library's equipment.

Before returning the equipment, log out of any applications or accounts you've logged into (e.g., Facebook, email, Amazon, Google) while using the equipment.

Neither the laptops nor tablets automatically delete documents, accounts, notes, or images you've created while using them.

Before returning the item, clear it of anything you've saved or created.

Rockingham County Public Library Tablet and/or Laptop Agreement 

All patrons checking out laptops are required to agree to and initial the following:

1.     ____ This laptop is for use in the Rockingham County Public Library only. If the equipment is removed from the library building, it will be considered stolen and the Police Department will be notified.

2.     ____ Work must be saved to user’s flash drive or online storage account. Any data saved to the hard drive will be deleted upon check-in of the laptop. Flash drives are available for purchase at the circulation desk.

3.     ____ No software may be installed on the laptop. Software may not be copied from the laptop or modified.

4.     ____ The laptop must be returned to the Library’s Reference Desk by the agreed upon check-in time. Standard checkout is for two (2) hours.

5.     ____ Borrower is responsible for the laptop and any accessories checked out. Any damages to the laptop or accessories will result in the borrower being charged for cost of replacement.

6.     ____ Borrower will be charged for all replacement costs if the laptop and accessories are not returned. Laptops may not be left unattended!

I agree that Rockingham County Public Library or Rockingham County shall not have any responsibility or liability for any claims relating to the use or functioning of the hardware or software included with the borrowed laptop and accessories.  Including any personal information left on the tablet and/or laptop.

I understand that upon return, any data saved to the hard drive will be erased.

I understand that the Library cannot guarantee the security or reliability of its public wireless network.

I agree to all terms and conditions listed in the Rockingham County Public Library Tablet and/or Laptop Agreement and Internet Acceptable Use Procedure (available upon request). Furthermore, I understand and agree that failure to follow all written guidelines of this program may result in fees and/or loss of privileges.

Print Full Name (Last, First):                                                             

Library Card Number:

Address (City, State, Zip):

Telephone:[   ] Home        [   ] Cell                                              

Email Address:           

Signed:

Date: